Assistant – E – De direction – Executive Assistant

Assistant – E – De direction – Executive Assistant

Requirements

• Bilingualism English / French language: the successful candidate for this position must be bilingual. Fluency in French and English (verbal and written) is required to perform the duties and responsibilities of the position for the following reasons: The role requires regular interactions with company colleagues, leadership, and clients based outside of Québec, nationally and internationally; The role requires using software or technology available only in English; The role requires attending national, regional or global training sessions available only in English.
• Associate degree or equivalent combination of training and experience
• A minimum of five years direct executive assistant experience
• Outstanding written and verbal communication skills; ability to effectively alter approach to match leadership team style and preference
• Ability to work independently and collaboratively in a hybrid environment and as an integral member of a local and virtual assistant team
• Strong organizational skills, meticulous attention to detail and time management skills
• Demonstrated ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Strong proficiency in Microsoft Windows, Outlook, Word, Excel, and PowerPoint
• Highly motivated; self-starter, strong customer service focus and interpersonal skills
• Ability to action feedback (formal and informal) to ensure that each leadership team member receives high-level, tailored support based on their individual preference and working style
• Proven ability to work cooperatively with other team members; understands and adheres to Bain’s Operating Principles at all times.

Responsibilities

• Coordinate complex calendars and schedule meetings with internal and external stakeholders. Resolve scheduling conflicts quickly and prioritize issues to ensure an effective time management approach; proactively communicate calendar changes to leadership team and respond to calendar changes with strong follow-through
• Coordinate detailed travel arrangements with Bain Travel team including air, hotel, car, etc. as business needs and personal preferences dictate
• Submit frequent and detailed expense reports; actively manage audit process to ensure proper reimbursement of business expenses
• Collaborate effectively with all members of the EA/MA regional program, as well as Bain colleagues across the firm, to coordinate and confirm meetings and serve as an at-cause peer and Bain representative. Partner with remote team members and local office staff to ensure onsite needs for leadership and stakeholders are met
• Proactively and consistently provide in-office support, which may include but is not limited to coordinate meeting and workshop logistics, manage room set-up and meeting details, serve as a client liaison, own catering and food pick-up requests, provide reception support, manage office reservations and space conflict resolution, help other departments during surge periods (Recruiting, Office Services, Events, Talent), and operate as a go-to resource for leadership team needs
• Fully adhere to hybrid working model with regular and consistent in-office presence and willingness to provide frequent coverage and support for in-office needs
• Provide back-up support to other EA colleagues, collaborate with team to maintain good understanding of pending tasks and priorities
• Coordinate case start-up process including teaming with Finance to obtain billing code, scheduling start-up meetings and communicating with case team to fully understand key deadlines
• Communicate with case team regarding schedule and travel changes, keep the leadership team informed through frequent and proactive status updates, and act as a trusted thought partner by identifying and providing solutions to schedule and travel changes as they arise; attend case team kick-off meeting and any other meetings during the case if appropriate and deemed necessary by the leadership team
• Positively contribute to EA/MA team culture by playing an active role in training new team members and assisting in planning events; participate in team related activities and act as a role model consistent with Operating Principles
• Organize meetings for leadership team to include conference room scheduling and ordering meals; for in-person meetings this will require collaboration and coordination with on-site office support to manage logistics and ensure seamless execution of details
• Proactively support the leadership team in their relationship management by entering new CRM contacts and actively maintaining the accuracy of CRM contact information. Achieve mastery of the CRM system through attendance of training sessions and partnering with the global/local marketing team on contact audits, data campaigns and other relationship management efforts
• Support a variety of internal programs and initiatives as required or assigned including organizing case team events, offsite meetings and other company sponsored events
• Perform other related duties as requested or as responsibilities dictate.

Preferred Qualifications

No preferred qualifications provided.